How to organise a Shakespeare performance

A Shakespeare performance needs more than a cast and a script. Start by fixing the performance date, booking a suitable hall and agreeing the show schedule before inviting anyone. Then confirm the cast and crew, manage registrations and dietary requirements, and reserve technical equipment early. In the final week, check the props, print the programmes and prepare the run sheet. On the day, allow time to inspect the entrance, build the play area, test the lighting and sound, and settle the audience before the curtain rises.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the performance date
2 people
2
Reserve the venue and hall
2 people
3
Set the show schedule
3 people
4
Confirm cast and crew
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Calculate catering quantities
2 people
9
Reserve technical equipment and materials
2 people
10
Design program booklets
11
Print the program booklets
12
Check decor and props
2 people
13
Create run sheet and room layout
2 people
14
Send audience information
15
Process registrations final
2 people
16
Do the shopping
3 people
17
Store drinks and food
2 people
18
Pack props
3 people
19
Open venue
2 people
20
Inspect the hall and entrance
2 people
21
Set up tables and chairs
6 people
22
Set up the play area
5 people
23
Hang backdrop and curtains
3 people
24
Set up set pieces
4 people
25
Set up lighting equipment
3 people
26
Connect sound equipment
3 people
27
Tape down cables securely
2 people
28
Set up the cash register and reception desk
2 people
29
Prepare programs and name tags
2 people
30
Prepare coffee and tea
3 people
31
Chill drinks
2 people
32
Prepare snacks
4 people
33
Build the catering buffet
3 people
34
Set up changing rooms
2 people
35
Receive and change the cast
3 people
36
Test microphones and lighting
4 people
37
Run a short rehearsal
8 people

Event

38
Open the doors and reception
5 people
39
Check in visitors
3 people
40
Guide visitors to their seats
3 people
41
Play the first part
10 people
42
Open the break buffet
4 people
43
Serve snacks and drinks
5 people
44
Refill drinks
2 people
45
Escort the audience back to the hall
3 people
46
Play the second part
10 people
47
Guide the cast and audience
4 people
48
Serve the informal drinks reception
5 people
49
Restock drinks and snacks
3 people
50
Collect tableware
3 people
51
Guide visitors to the exit
3 people

Aftercare

52
Clean up catering
4 people
53
Wash dishes
3 people
54
Dismantle hall furniture
5 people
55
Dismantle decor and props
4 people
56
Disconnect lights and sound
3 people
57
Collect and sort waste
3 people
58
Clean the restrooms
2 people
59
Clean the hall and entrance
4 people
60
Collect lost and found items
2 people
61
Lock up the venue
2 people
62
Return materials
2 people
63
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Stackable chairsqty 110
Tablesqty 12
Reception desk
Coat racksqty 3
Changing room chairsqty 20

Equipment

Stage sectionsqty 12
Sound system
Wireless microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 2
Lighting set
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 10
Laptop

Decorations

Backdrop
Theater curtainsqty 2
Prop cratesqty 4
Decorative candlesticksqty 6
Entrance signqty 2
Program boardsqty 4

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8
Pitcherqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Coolersqty 4
Drink dispensersqty 2
Bottle openersqty 3
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice packsqty 20

Cleaning

Broomqty 2
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Program bookletsqty 120
Groceries

Tips

Book the hall and technical equipment before sending invitations. You may need stage sections, microphones, speakers, a mixer, lighting, extension cords and cable mats, and late changes can affect the room layout.
Close registrations several days before the performance so you can calculate catering quantities and collect dietary requirements. Count registered guests rather than estimating from the number of invitations sent.
Create the run sheet and room layout before setting up tables and chairs. Mark the reception desk, coat racks, changing area, audience seating and play area so the entrance does not become blocked.
Pack props in labelled crates and check them against the scene order before leaving for the venue. Backdrops, theatre curtains, set pieces and decorative candlesticks are easy to overlook when they are stored separately.
Open the venue early enough for a full technical check, not just decoration. Test every microphone, speaker, lighting unit, power strip and cable route before the cast begins its final preparation.

Frequently asked questions

How far in advance should I organise a Shakespeare performance?: Set the date and reserve the hall as early as possible, then confirm the cast and crew before inviting the audience. Aim to finalise registrations and dietary requirements several days before the performance, leaving the final week for printing programmes, checking props and preparing the run sheet.
What technical equipment do I need for a Shakespeare performance?: Plan for a sound system, microphones, stands, a mixer, speakers and a lighting set. Also check the number of extension cords, power strips and cable mats needed for the room, and test the complete setup before the audience arrives.
When should I print the programme booklets?: Print the programme booklets after the show schedule, cast and crew details are confirmed. Finish them before the final venue setup so registration staff can place them at the entrance without competing with technical and stage preparations.
How early should I arrive at the venue on performance day?: Arrive with enough time to inspect the hall and entrance, set up the seating and play area, hang the backdrop and curtains, place the set pieces, and test sound and lighting. For a staged performance, allow several hours rather than treating setup as a 30-minute task.

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